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Tag Archives: Paperless office

Please Stop Printing Paper – Think of the Savings instead

You’ve been watching your inbox for the last half an hour waiting for that vital email with that important attachment to arrive. What is the first thing you do when it does?

Most likely, you’ll hit CTRL+P and print it. That’s if AiMM’s findings are anything to go by. Nearly 62% of vital business documents are being archived in their paper format.

Think about it, pretty much every email you receive these days from business organisations come with a “please don’t print” statement attached to their signature in each mail. Check your own inbox, how many can you count, so it’s not as if most environmentally conscious companies aren’t trying to stop such activity.

Usually though, this simple, obvious, environmentally conscious request will fall on deaf ears. Staff will print their files first using reams of paper and worry about saving the planet later.

Of course, there is thankfully another way, document management and imaging software technology will help any organisation to file, index, track, receive and distribute business critical documents with a few button presses on the computer all the while dramatically cutting costs, improving efficiency, freeing-up document storage space, Reducing paper waste which helps support your green agenda, forming part of the disaster recovery plan and helping to aid complicance.

Despite there being a trend towards all things virtual and social, document management and imaging is still a priority for the majority of global CIOs. Analyst Gartner says that document management is 7th on a list of most important IT spending for CIOs

The reasons are obvious. As companies are becoming increasingly aware of expenditure, they must consider ways of increasing efficiency of their processes. Document management software is a way that companies can address these issues

A company should seek out an enterprise wide solution that works seamlessly with your existing accounting software, ERP system and HCM solution. For a relatively small initial outlay, your company will be able to store, manage, retrieve and distribute business critical documents, including contracts, personnel records, purchase orders and invoices.

Research has suggested that over half of senior decision makers are looking to invest heavily in document management and document imaging.

Looking for the right technological solution now, will not only help you save time and money, but address some of the enviromental concerns and lower your carbon emmisions. And just think of all the extra space you’ll have.

V1 Document Management is a provider of paperless office systems using award winning document imaging and document management systems.

 

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Conquer your paper : The Paperless Office is not a Myth

Computers were meant to cut down on paper but it seems we feel some sense of security
by having piles of paper around or can it just be hard to break those old habits of printing
everything. Can a paperless office be in your future? Yes it can and here are a few steps that
can help get you on your way:

Step 1.

Switch to online bill pay and receiving paperless billing statements. Using your bank’s
online bill pay, you can process your vendor bills online – which will also save on postage
costs as well as check stock. What is great about online bill pay, you can schedule your bills
in advance, which is a huge time saver, and by scheduling your payments it will save you
those late fee penalties. You can also take it one step further and set up automatic payment
directly from your checking account through your vendors.

Step 2.

Download your monthly bank and credit card statements. At the end of the year, burn the
statements onto a CD and file with your tax returns. While you are downloading those
statements each month, you can email your virtual bookkeeper the statements for
reconciling your accounts.

Step 3.

Client invoices. Instead of printing and mailing invoices – pdf and email them. Also in
QuickBooks did you know you could email your invoices directly to the client? When
creating the invoice in QuickBooks, check mark at the bottom email invoice. Once you are
completed with the invoice, go to File – Send Forms, you can edit your message and then
click Send. For organizing these invoices, set up monthly folders on your computer and
save your client invoices in the respective monthly folder. At the end of the year, burn to a
CD and file with your tax returns.

Step 4.

Purchase a good shredder or a local shredding company, ONLY $7/box just drop it off, who
has time to shred. For sensitive files containing credit card information, bank account
numbers, old vendor invoices with account information or old client project files – safely
toss in the shredder. If you have a scanner, you can scan these files and toss and/or shred
the paper copies. Remember though if you are saving these files to your computer to be
sure to back up your computer.

Step 5.

Stop unwanted junk mail. Register with Contact DirectMail.com to be removed from
receiving junk mail. Put in the recycle bin the second you walk in the door.

Step 6. 

Business receipts. Travel receipts, credit card receipts or vendor invoices received in the
mail can be scanned and stored in your monthly financial folder set up on your computer.
If you do not have a scanner, NeatReceipts or Neat scanner is a mobile scanner and digital
filing system. You can scan receipts, business cards, and also documents. The software
included with the scanner identifies and extracts the important information from the
receipts and automatically organizes it for you.
If you implement just a few of these steps, you’ll soon gain control of your paper overload
plus gain some valuable desk and drawer space, yeah!

Spring Organizing Tips!

Now that spring has arrived it’s time to shed our winter “stuff” and lighten‐up for the
season ahead!  Follow these expert tips for a smooth transition:

1. Start with your closets. Dry clean or launder coats, sweaters, and any
items you plan to store over the summer. Toss or donate any items that
are worn, don’t fit you, or you just don’t like. Take your spring and
summer clothes out now so you can see what you have and make a list of
new items you need to purchase. Don’t forget storage containers, clothes
bags, and cedar blocks for storing winter clothes.

2. Clear your kitchen. Take a look in your kitchen cabinets, pantry,
refrigerator and freezer. Look for food items that are reaching their
expiration date and use them up. Toss old food items and start making a
grocery list of fresh, healthy foods that coincide with the new season.
Consider moving “winter cookware” (crock pot and pasta machine) to the
back of the cabinet or into storage and bringing forward your salad
spinner and ice tea maker.

3. Bathroom Makeover. Yes, the bath needs seasonal organizing too! In what
condition are your towels, rugs, shower curtain, and counter top
accessories? Perhaps they just need to be cleaned, but if you’re planning
to replace them start a list. Clear out your medicine cabinet and vanity
cabinets by tossing out anything that’s expired or items you don’t use
anymore. Don’t forget to add replacements to your shopping list.
Consider organizing products such as containers, racks, shelves, or
drawers for extra storage.

4. Bedroom Switch. Now is the time to dry clean or launder the heavy
comforter on your bed and replace it with a lighter blanket. Swap your
flannel bed sheets for lighter fabrics, store the rest.

About the Author:  Michelle Paxton,  The Organizer Gal

P.O. Box 320504
Los Gatos, CA   95032
P: (408) 354-3581
W: www.TheOrganizerGal.com

 

What is a Professional Organizer?

A Professional Organizer is someone that helps you to overcome clutter and disorganization to make your life, less stressful and your time more efficient!

 

Why hire a Professional Organizer?

A Professional Organizer not only helps you organize your clutter, but they also create an easy-to-follow system to help keep it that way. They are there to help you through the entire process, and to get down and dirty and do everything themselves. They are there to sit, sort, clean, file, de-clutter, and de-stress to help make your home a better place to live.

 

What are the benefits of getting organized?

EVERYTHING! You will find yourself having more time, less stress, you will know where everything is located (which saves time and huge headaches), and it will make your life easier and, more importantly, happier. Your environment plays a huge part on your attitude, outlook, and even blood pressure levels. When it’s in disarray, that will reflect and play an immediate part on your life. It makes life so much simpler when your environment is organized, clean, and it’s easy to find things!

 

Which areas do you service?

I will tackle anything from your children’s playroom to your kitchen pantry. Almost all areas of your home, office, garage, storage units and vehicles are covered.

 

Will you work with me or just coach me?

It’s entirely up to you. If you don’t want to touch a thing, you don’t have to. But, if you or anyone else wants to help, it’ll get the job done faster, and in the end, save you money.

 

How do I get started?

Simply contact me here and tell me what needs to be addressed, what areas you’d like organized, and any other details you’d like to include. I will then get back with you, and we can set up a time for our initial meeting/free consultation.

 

What takes place at the initial meeting?

I come and evaluate the space(s) as-is and formulate a plan of action. Then, we will discuss what problems you have with the space(s), what you would like to see change, and what is currently working for you.

 

Will you be flexible and able to work around my schedule?

I’m here to work with you and your schedule.

 

Will my sessions be confidential?

Absolutely! All meetings, conversations, and questions are between you and me, and no one else! Your dirty secret is kept private and confidential.

 

What are your rates and what kind of payment types is accepted?

She accepts all major credit card, cash and checks and is due at the end of each work session (each block day).

 

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What Ever Happened to the Paperless Office?

Back in 1975 an article in Business Week entitled “The Office of the Future.” proclaimed that we would have the paperless office by now – what happened? I see people’s desks and there seems to be as much paper as there always was – post it note, reports, phone messages, notepads. With a PC sitting on every desktop, it would seem that we wouldn’t need as much paper.

One theory

One theory is that we’ve just made it so much easier to generate paper. For certain there are a lot more things to print, documents, spread sheets and no end to the things you can find online. When it comes to printing, it’s true that you can generate a whole lot of paper with just a click of your mouse. Not like the old days where someone had to type it out first or you had to make copies, which at least people were mindful of the expense.

Do you trust your computer?

Social scientists theorize that at least for now, people still don’t complete trust their computers. Having an important report on paper gives people that sense of security that they won’t lose it when their PC crashes. Another reason is convenience. It’s just so easy to scribble a note on a sticky, plus you can put it somewhere that you won’t forget it. With a PC, you usually have all your monitor real estate dedicated to the task at hand, so it’s easy to lose track of a note or reminder.

Is this high tech?

Even in the movies they still show high tech offices with a computer on every desk that are more than likely networked together, and yet people will converge on the front desk to get their phone messages. This is definitely one paper use that should have been eliminated from all offices over a decade ago.

Then there’s the ubiquitous post it notes. I get that they’re convenient, but is this really an efficient way to store important information? Using software to handle this is easily just as fast (assuming you can type) and light years easier to search.

Good news

The good news is, we are using less paper. Paper use has dropped since 2000 so at least on the whole, we’re using less. Based on what I see in offices however, desks are holding as much paper as they ever have.

Mark Lawson is CEO of Telexis, maker of PHONEslips an easy to use office management software solution.

 

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